Secretary

As an officer of the board, a secretary is responsible for ensuring that the governance work of the board of directors around the ‘board table’ or meeting is consistent with good practice. This involves observing, listening, and documenting their work as well as reminding the board of the standards to which it has committed itself. The role of a board secretary is critical for the smooth operations of the board. Most commonly, this individual ensures that board members are given appropriate notice of meetings and proactively records these meetings.

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Accountability

The board secretary is appointed to the board and is accountable to the board.

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Estimated Time Commitment

Two - five hours per month (plus attendance and participation at any fundraisers.)

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Term of Office

Two years with the possibility of renewal for the second term.*

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General Duties and Responsibilities:

The Secretary will work closely with the Executive Director in the planning of board and association meetings. Set a meeting schedule in coordination with the Executive Director. 

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• The creation and timely distribution of agenda and previous minutes to the Board meetings in preparation for meetings, including the annual general meeting.

• Issuing notices of general meetings and directors’ meetings.

• Keeping the records of the Foundation in accordance with the Act.

• Takes attendance at board meetings.

• The accurate recording and distribution of the minutes of Board of Directors meetings.  The minutes should reflect the format and level of detail that the Board has considered and decided upon. 

• Schedules and notifies board members of upcoming meetings.

• The creation and maintenance of an up-to-date board planning calendar outlining matters to be on the board’s agenda over the course of a year. (working with Executive Director)

• In the event that the Secretary is unable to attend a meeting where minutes or notes are to be taken, it is the secretary’s responsibility to find an alternate.

• The accurate recording and distribution of the minutes of the Association’s Annual General Meeting is managed appropriately.

• The maintenance of an up-to-date list of directors and members.

• The management of external correspondence and ensuring that requests made of the Board of Directors, or relevant to the governance of the Association, are reported and responded to in a timely manner.

• Monitors legal compliance in coordination with the Executive Director and other officers.

• Tracks board member terms.

• Holds members accountable for their tasks​

• New Board participants must be able to attend monthly Board meetings. In the beginning these will be virtual but will eventually move to a hybrid of in-person and virtual as we grow.

• All participants must attend our annual AGM.

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​​Interested in this position? 

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To apply, please submit to info@amazingkidsfoundation.org stating this position in the subject line and include the experience you feel you could add to the Amazing Kids Foundation Board. We would love to see a resume and references but this is optional.

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The initial term is two years until November 2028. If this time commitment is too long please consider volunteering as we have many ideas and projects with which we want to move forward with.

 

Amazing Kids Foundation welcomes applications from all qualified candidates. 

All applicants will be contacted after our review.

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